Conference Operations Manager

Conference Operations Manager

Full-time

Company Description

Tahaluf is rewriting the events playbook. Its purpose is transformational, its DNA digital, and its ambition unprecedented. Tahaluf is scaling to further increase its lead as the largest B2B Live and On Demand Events organiser in Saudi Arabia: by SQM, Attendance, Colleagues and Revenue. To scale at this pace requires impeccable local partners, and Tahaluf is proud to enjoy the support and partnership of several Government and Non-Government Organisations that are at the apex of Saudi’s B2B and B2C large scale events scene. In fact, our partners do not just support the expansion of live events in the Kingdom; they are also the partner of choice for heavyweights like Apple, Amazon and AliBaba. Be part of something BIG! Building on the success of record-breaking tech event LEAP, the most attended tech event in the world, Tahaluf is making a huge impact on the global events sector. Tahaluf is bringing iconic Informa brands to the Kingdom of Saudi Arabia, including Cityscape Global, which celebrated record-breaking participation at its debut Saudi edition and award-winning cyber-security event Black Hat. Join our ambitious and highly committed team, who are not afraid to push boundaries and disrupt the status quo. Be ready to be thrown in at the deep end, taking on large-scale projects from day one, under the guidance of a supportive leadership team who will encourage your personal development and offer you new opportunities.

Job Description

We are launching award-winning brands. And we are scaling faster than any event organiser in history. Take a leap with Tahaluf, we are offering you the chance to:

1. Work within a highly dynamic business with the energy and style of a start-up
2. Be part of building a business that is launching new products and events at scale
3. Grab an opportunity to accelerate your career and make a real impact.

The team is looking for an Operations Manager—Conferences who will be responsible for the professional operational delivery of their allocated conferences and events. In this role, you will manage all operational aspects of events, ensuring smooth logistics, effective communication, and outstanding attendee experiences. This role will require exceptional project management skills and the ability to work collaboratively with internal teams, clients, and external partners. The Operations Manager-Conferences, along with the Head of Conference Operations, will be responsible for implementing the Operations Department objectives together.

Operational Duties

Event Planning & Coordination:

1. Lead the operational planning and delivery of allocated conferences, exhibitions, and shows from inception to completion.
2. Oversee all logistical elements including venue selection, supplier management, audio-visual, event permits, signage, registration, catering, and speaker logistics.
3. Ensure smooth execution of all logistics and operations during the event.

Budget Management:

1. Budget Creation & Forecasting: Develop a comprehensive event budget for each allocated conference or event, considering all potential expenses (venue, catering, AV equipment, travel, staffing, etc.). Work closely with senior management and the event planning team to forecast event costs.
2. Cost Tracking & Monitoring: Regularly track and monitor expenses to ensure they stay within the allocated budget. Maintain accurate and up-to-date records of all financial transactions and vendor agreements.
3. Cost Control & Risk Management: Identify and implement strategies to mitigate financial risks, ensuring that the event stays within the allocated budget.

Vendor & Supplier Management:

1. Establish and maintain strong relationships with venues, suppliers, and service providers, ensuring high-quality service delivery.
2. Implementation of internal and external Service Level Agreements on all allocated events.
3. In collaboration with the Procurement team, monitor the ongoing performance of key contractors and troubleshoot/identify remedial action as required on each event.

Event Permit Compliance: Oversee compliance with local regulations by working closely with legal teams, local authorities, and event stakeholders to obtain necessary permits and ensure compliance during the conference's planning and execution.

AV & Staging Management: Work with the AV & staging team to plan and organize the design and layout of the event's stage(s), ensuring that it meets all technical requirements and aligns with the conference's theme and branding.

Floorplan Management:

1. Along with the Floorplan Manager, develop and manage the floorplan layout for the event, coordinating the placement of stages, exhibitor booths, registration areas, catering, and other critical event components.
2. Ensure that the floorplan maximizes the flow of attendees, minimizes congestion, and aligns with the overall event design and goals.

Speaker Logistics Management: Oversee speaker logistics aspects and ensure that travel & accommodation are organized efficiently.

Stakeholder Communication: Throughout the event cycle, act as the primary point of contact for internal teams, clients, and event stakeholders.

Sustainability: Integrate sustainable practices into the planning, execution, and post-event stages to minimize environmental impact and support social and economic sustainability.

Post-Event Evaluation: Lead post-event evaluations, preparing comprehensive reports that include operational insights, participant feedback, and improvement recommendations.

Compliance / Legal / Health & Safety

1. Ensure that the event adheres to all business and legal compliance.
2. Oversee contractual agreements with vendors, suppliers, and service providers, ensuring that all parties adhere to the terms and conditions, timelines, and agreed deliverables.
3. Ensure compliance with the Health, Safety, and Security Operating Model in planning & execution of the event.
4. Collaborate with Informa H&S team to ensure suppliers meet and exceed our H&S requirements.

Registration: Ensure that the registration process is seamless. Collaborate with marketing and sales to meet the event's needs. Manage the overall setup of the registration area.

Team Management:

1. Lead and manage the conference operations team, ensuring that roles and responsibilities are clearly defined and tasks are completed on time.
2. Provide training and guidance to team members, ensuring they understand operational processes and the event’s specific needs.
3. Manage, mentor & develop line reports.
4. Setting, monitoring, and managing direct reports’ performance objectives and identifying training needs.
5. Work with colleagues to achieve best practice in operational planning and management.

Qualifications

Qualities needed for the role: Must have independently and successfully managed operations on conferences and exhibitions to a consistently high standard. Ability to anticipate problems and/or put contingency plans in place. Excellent interpersonal skills and the ability to inspire and motivate others. Great communication skills – being able to liaise with all Operations team members as well as working with Event Director level within event teams.

Skills required: You will possess a good working knowledge of the conference and exhibition industry & venues as well as a strong existing network of high-quality suppliers to the events industry. Must have independently managed conference operations. Technical Understanding: Advanced understanding of AV equipment, staging design, and production. Knowledge of Health & Safety Regulations: Familiarity with local health and safety laws and regulations that apply to events, including fire safety, crowd control, and public health protocols. A proven ability to work to tight deadlines, with attention to detail under pressure.